Senior Administrator - Company Secretarial

Job description

Position: Senior Corporate Administrator Location: Luxembourg (Hybrid) About Us The Maples Group is a global leader in financial services, trusted by many of the world’s largest hedge fund managers, private equity firms, and international corporations. Our side-by-side financial and legal teams consistently deliver award-winning services to a global client base, offering unrivalled learning and career opportunities to our 2,500 colleagues worldwide. What is it like to work here? We are driven to excel, and collaboration is key to our continued success. We can go further for our clients because we go further for each other too. Our inclusive culture creates an environment where people can be themselves at work while doing their best work. No matter where you work in the Maples Group, you will be part of a global team. The Opportunity We are looking for a Senior Corporate Administrator to join our Fiduciary Team as part of our financial services business in Luxembourg . As part of the global expansion of the Maples Group’s financial services offering, our Luxembourg office opened its doors in 2007. Located in Cloche d'Or, a commitment to service excellence and investment in our people quickly established Luxembourg as a regional hub where our 100+ teammates deliver the best-in-class solutions to clients worldwide alongside our Maples and Calder (legal services) colleagues As part of our Luxembourg team, you will be reporting to the AVP/VP and performing the below key duties: Key duties: Acting as a relationship manager for a portfolio of Luxembourgish companies; Corporate secretarial tasks, including but not limited to organisation and leading of quarterly and ad-hoc board meetings, corporate changes, drafting of minutes, resolutions, shareholder registers updates; Incorporations, restructuring, liquidations and transactions during the lifecycle of the companies; Administration tasks, including but not limited to review of client correspondence, signature requests, internal database checks, RCS and other filings; Assisting with the client acceptance process; Set up of the client files, including the compliance file and ensuring all pre-closing, post-closing checklist are completed on a timely manner; Review of the client’s KYC/AML documentation in line with the CSSF regulations; Maintaining and updating all relevant internal databases; Billing and invoicing of the client and ensuring that receivables are collected in a timely manner; Assisting with the organisation of all administrative arrangements relevant to the opening of any bank accounts and ensure compliance with relevant regulations; Requirements: In addition to indisputably high ethical standards and autonomy, the ideal candidate possesses the following: Bachelor’s degree in law, administration or a relevant field At least 3 - 4 years of relevant experience in a professional office environment in Luxembourg within financial, banking or legal industry Experience in performing compliance tasks such as periodic reviews and client onboarding as well as knowledge of corporate governance, relevant Luxembourg laws and regulatory knowledge is required Preparation of Board meetings including board pack compilation and minute taking and other board support function are relevant skills for this role Fluent in English (French, German or any other European languages being an advantage) Demonstrate a strong ability to complete tasks in accordance with guidelines/instructions Be proficient in all MSOffice and Microsoft applications Must be able to work on his/her own initiative as well as part of a team Have excellent organisational and planning skills, with strong attention to detail Experience collaborating with different teams at different levels within the organisation and outside the organisation (i.e. clients, notaries, lawyers, auditors, banks, etc.) Benefits & Rewards The most enduring professional relationships are reciprocal relationships. The Maples Group prioritises employee health and wellbeing. Depending on your location, we offer a range of benefits, including: Comprehensive health coverage (medical, dental and optical) Competitive vacation packages Educational assistance and professional development programmes Life insurance Travel insurance Global mental wellness programme Sports clubs and social events Hybrid work Lunch vouchers You can learn more about the Maples Group on our corporate website . Experience our culture and our people on our Careers Page or on LinkedIn . Disclaimer: All personal information collected during the application process will be used for recruitment-related purposes only. Please refer to our Job Applicant Privacy Notice at for details on how we handle personal information relating to job applicants. Please note that it is the Maples Group standard policy to undertake various background screening checks on all applicants to whom a conditional job offer is made. Except for roles based in the Republic of Ireland, the background checks will include criminal records checks when a conditional job offer is made. If you have a criminal record, it does not mean that your job offer will be automatically withdrawn. The Maples Group will make all job offer decisions on a case-by-case basis and will take a number of factors into account, such as the role that you are applying for and the nature and circumstances of the past offence. You will have the opportunity to discuss the matter with us before a decision is made. Further details will be provided at the time any conditional job offer is made.